Approval

About the Approval Stage

The Approval stage is a mandatory stage that is required for all MOCs, one or more approvers must approve, disapprove or put the MOC on hold. Approvers can be individuals or jobs in a sequential or simultaneous order with optional due dates.

The originator is notified by e-mail if the MOC is disapproved or put on hold by which approver and the reason for not approving the MOC. Any MOCs that are disapproved will be moved to the MOC > Voided folder for later retrieval.

An MOC can be approved by any active user that has been selected as an approver for the MOC. Approvers can track the status of all MOCs approved by them from the Frontline desktop MOC Participation link in the Quick Links section.

Note: Once an MOC has been moved to the Approval stage, the ability to edit the MOC is limited.

Below are the guidelines for the Approval Stage:

  • If a group of approvers are ordered in parallel, all of the parallel approvers must approve the MOC before it goes to the next approver(s).
  • If the approver is a job, rather than individual, any person holding that job can approve the MOC before it goes to the next approver(s).
  • Any approver can approve, disapprove or hold the MOC (approval pending). If the MOC is disapproved or placed on hold, the approver is required to enter comments.
  • MOCs with priority of emergency cannot be placed on hold, they must be approved or disapproved.
  • If any approver disapproves the MOC it is immediately moved to the voided folder and an e-mail containing the disapproval comments are sent to the originator and all other role players
  • If days to approve is enforced, the approval task for each approver will show a due date (calculated by adding Days to Approve to the Date Assigned) and the MOC is automatically moved to the next approver if an approver does not complete the task by the due date. If all approvers fail to approve the MOC by the due date, the MOC is voided and automatically moved to the MOC > Voided folder.
  • Any MOC where days to approve are enforced cannot be placed on hold.

The originator or power user can change the following in the approval stage:

  • Approvers who have not already approved the MOC
  • Add approvers following those who have already approved the MOC. Tip:An approver can track the status of the MOCs approved by them by selecting the MOC Participation link from their Frontline desktop Quick Links section.

How to Start the Approval Stage

The instructions below provide detailed steps on how to start the approval stage.

Step

Action

1

Select MOC > In Process > organization level* (if displayed) from the MOC module menu and select the desired MOC.

Result: The MOC details tab will display.

2

Select Start Approval on the MOC workflow diagram and select OK on the confirmation dialog box.

Note: The start approval task is assigned to the originator of the MOC and will also appear on their desktop to complete.

3

The MOC will appear on the approvers' system desktop for completing the assigned an approval task.

4

To notify approvers immediately about their task, select Send Immediate E-mails. Otherwise, they will be notified when the regular e-mail notification occurs via the nightly batch job.

 

How to Complete an Approval Task

The instructions below provide detailed steps on how to complete an Approval task.

Step

Action

1

Select the MOC title from the MOC tab located on the Frontline desktop.

Result: The task details display with a View MOC Summary, Take Action and a table listing all approvers for the MOC.

2

Select View MOC Summary and review the summary carefully before completing task.

Result: The MOC Summary will display the MOC details and configurations. Select any attachment links to view information relevant to the assigned approval task.

3

Select Close to exit the MOC Summary.

4

Select Take Action to approve, disapprove or hold  the MOC.

5

After reviewing MOC  select one of the three following options for the Approval task.

  • Approve - To approve of the MOC and send it to the next approver(s) or implementation stage.
  • Disapprove - To disapprove of the MOC and send it to the MOC > Voided folder. If this option is selected, comments for disapproval are required.
  • Pending - To place the MOC on hold with a status of Approval Pending for the Approval task. If this option is selected, comments are required.

Once an option has been selected, select OK.

6

Select the Frontline desktop link.

Result: The MOC is no longer listed under the MOC tab. If this was the only MOC task assigned to the user, the MOC tab will no longer be displayed on the Frontline desktop.